PI Dashboard Data Dictionary

This page contains an alphabetical list of data elements used in the PI Dashboard, and a brief description. To search for a specific data element, please use your browser’s “Find” ability to type in the data element you are searching for.

The month and year for which you wish to view the available budget and expenditures

Active Encumbrance Amount

The current remaining dollar amount of the requisition/purchase order (original amount - amount paid)

Award Close Date

The date that the final financial report is due on an award - all expenses must be posted and all revenue and invoicing completed by this date

Award End Date

The last date that expenditures can be incurred on an award (the end of an award's period of performance)

Award Number

The number used by GW and EAS to identify an award (different from the sponsor award number). This number follows a "smart numbering" system (i.e. CCLS91234F is a cost based award for the medical center that is funded by a federal sponsor through letter of credit)

Award Short Name

The name given by the GW PI to an award

Award Start Date

The date expenses, revenue, and invoice can begin to be incurred on an award

Award Status

Indicates what status the award is in - Active is the usual status (can incur expenses, revenue and invoice). At Risk allows expenses, but not revenue or invoice. On Hold allows revenue and invoice, but not expenses. Closed means no more activity

Award Type

Indicates whether an award is a Grant, Contract, Internal Funding or Pharmaceutical

Balance (Deficit)

The remaining balance (Budget - Actuals - Encumbrances) of an award

Batch Number

The number of the expenditure batch that the transaction was a part of ( e.g. the payroll interface run)

Budget Amount

Sponsor approved budget by expenditure category

Commitment Description

The description field from the requisition line entered at the time of the initiation

Commitment Number

Number that identifies a commitment/encumbrance

Cumulative Actual

Cumulative Actual expenses spent on the award to date

Employee/Supplier Name

The name of the employee or supplier that was paid

Encumbrance Amount

Amount of the encumbrances for an award

Encumbrance Type

Identifies whether the encumbrance is a Requisition, Purchase Order or Unpaid Invoice.

Expenditure Category

The category of expense (i.e. compensation, travel)

Expenditure Comment

The comment or description of the expenditure

Expenditure Date

The transaction date of the expense

Expenditure Type

The specific expenditure type that is tied to a GL account number (i.e. faculty Salary, non-faculty Salary)

Funding Source Description

The sponsor name (the entity providing GW the funding)

Natural Account

The GL account number that corresponds to the expenditure type

Original Encumbrance Amount

The dollar amount of the original Requisition or Purchase Order

Original Quantity

The quantity of the original Requisition or Purchase Order

PA Date

The date the expense was posted to EAS Grants

Period Actual

The actual expenses incurred during the specific period

PI Full Name

Principal investigator's full name

Project Number

The number used by GW and EAS to identify a project

Quantity

The current quantity of the Requisition or Purchase Order

Spending Level

Spending level for an award indicating percentage of budget spent

Supplier Invoice Number

Invoice number

Task Number

The number used by GW and EAS to identify a task

Total Expenditure

The amount of the expense

Notifications and Indicator Fields

Awards Ending in 90 days or Less

Indicates that an award is ending in 90 days or less (based on award end date)

Funding Modification Notification

Indicates that a funding modification has been made to an award

New Award Notification

Indicates that a new award has been created in EAS

Exceeds Budget Notification

Indicates that the expenditures of an award has exceeded its budget

Passed Funds Check Indicator

A flag indicating whether the transaction has passed funds check

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